Okaloosa County BOCC — May 4, 2013 — Compare version 5 with original — reading text

ethical manner. o A buyer shall not use his position to persuade an individual or firm to provide a benefit to an organization. XI. POLICY It is the policy of NIGP that any member of the Institute who personally, or on behalf of his local chapter, is involved in the process of acquiring advertisers and/or exhibitors on behalf of the Institute, shall act only in the capacity of providing referrals of potential or interested parties to the Institute. As a result of such referral, should the Institute form a contractual obligation, appropriate credit shall be given to the individual or chapter. 18 Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 10 D. PURCHASING DEPARTMENT RESPONSIBILITIES AND FUNCTIONS The Purchasing Department is responsible for establishing and administering purchasing policies, initiating reports necessary to permit analysis of purchasing performance, negotiating and approving term contracts less than bid requirements, consolidating purchases of like or common items, analyzing prices paid for materials, equipment and services, and generally defining how to obtain savings and to coordinate purchasing procedures for the Board of County Commissioners.. It shall be the purpose of the Purchasing Department to promote efficiency and economy and effect coordination in the purchase of commodities for the County. Specific responsibilities and functions include: a. Developing purchasing objectives, policies, programs and procedures for the acquisition of materials, equipment, supplies and services, which are subsequently approved by the Board of County Commissionerssubject to Board approval. b. Coordinating purchasing procedures with other departments and County officers. c. ActingServing as the County representative on all matters pertaining to purchasing. d. Preparing specifications for contracts that are subsequently acted upon by thesubject to Board ofapproval. County Commissioners. e. Consolidating purchases of like or common items to obtain maximum economicaleconomic benefits. f. Working with other departments to establishEstablishing standardization of procuring materials, supplies, and equipment, where practical. g. Working with other departments to promotePromoting good will between the County and its suppliersvendors. h. Preparing and submitting annual operating budgets for the Purchasing Department. i. ConductConducting pre-bid conferences for formal bids. j. MaintainMaintaining a list of all vendors interested in givingsubmitting quotes and /bids on County purchases. k. AdvertiseAdvertising for bids on purchases in excess of $50,000.00 l. MonitorMonitoring and controlcontrolling the County ChargePurchasing Card System. 19 Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 10 E. PURCHASING POLICIES 1. The following policies are hereby established and willshall be adhered to: a. a. All requests for prices, or for quotes, goods and services, and all purchases must be madeinitiated by the Purchasing Department. In some instancesIf necessary, authority to request pricesquotes may be delegated to others. b. b. Salesmen Vendors may be received in other departments only at the upon request or permissionapproval of the Purchasing Department. c. c. If necessary to interview salesmen regarding details of their products, other departments should request such visits throughUpon prior approval from the Purchasing Department, county departments may interview vendors regarding specific goods/services. d. d. In interviews with salesmenvendors, no one who is not a member of the Purchasing Department may commit himselfcommitments on preference for any product or service, or give shall be made nor shall any information regarding performance or price be provided, which might in any waymay embarrass the Purchasing Department or Board of County Commissioners. e. e. All correspondence with suppliers is tovendors shall be made through the Purchasing Department, except in special cases where technical details involved make it advisable to delegate authorityrequire delegation to others. In such cases, the Purchasing Department must receive copies of all correspondence. f. f. The Purchasing Department has full authority to question the quality, the quantity, and kindtype of materials requisitioned in order thatby any department to serve the best interest of the County may be served. g. g. Quotations Quotes and specified information received from vendors must shall not be divulged except when governmental procurement regulations make quotation disclosure mandatoryrequired by law. h. h. All bidders must be afforded equal opportunitiesopportunity to quotesubmit quotes and are toshall compete on equal terms. i. i. The County will buyshall only from suppliersconduct business with vendors who have adequate financial strength, high ethical standards, and a record of adhering to specifications, maintaining shipping promises, and giving a full measure of service. New sources of supply will be given due consideration as multiple sources of supply are necessary to ensure availability of materials. j. We strive to maintain strong and enduring relationships with vendors of proven ability and those who desire to meet our needs. To accomplish this, our purchasing activities will be conducted so that vendors will value our business and make every effort to furnish our requirements on the basis of quality, service and price. k. Acceptance of gifts at any time, other than advertising novelties, is prohibited. 20 Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 10  Acceptance of elaborate entertainment is also prohibited. Employees must not become obligated to any suppliers and shall not conclude any County transaction from which they may personally benefit. j. l. The Purchasing Department shall conduct all adjustment negotiations with suppliersvendors. 21 Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 10  INTER-DEPARTMENTAL RELATIONS Cooperation and understanding between departments is essential in the effective operation of the Purchasing Department. a. The Purchasing Department should establish and maintain close liaison with departments in order to meet their purchase requirements. b. It must be emphasized, however, that the Purchasing Department does not determine the requirements for a particular purchase, but is responsible for determining the applicable quality and quantity to meet their particular needs. F. c. In cases where technical equipment, specifications, plans or designs are involved, the department concerned will indicate their requirements and all purchasing actions will be coordinated with them prior to summation of an order. BUSINESS RELATIONS WITH SALESMEN 1. It is essential to develop and maintain goodwill between the County and its suppliers. 2. The reputation of the Purchasing Department can be promoted by: a. Giving all salesmen a full, fair, prompt and courteous hearing. b. Keeping competition open and fair. c. Keeping specifications fair and clean. d. Cooperating with the seller and considering his difficulties. e. Having consistent buying policies and principles. f. Observing strict truthfulness in all transactions and in correspondence. g. Respecting the confidence of the salesman or his company as to confidential information. h. Keeping free from obligation to any vendor. 22 Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 10 ELECTRONIC REQUISITION PROCESS 1. Requisitioning procedures: 1. a. The electronic requisition originates electronically in the requesting department. 2. b. The requisition must be authorized by the Department Head or his designated representative.Director or designee. (1) All designated representatives should designees shall be listed with the Purchasing a. Department. b. c. Such list will be maintained by the Purchasing Department and Finance Department and will be reviewed annually. 3. Only items of similar nature (e.g., hardware, paint, building materials, etc) should be listed on each requisition. 4. d. The needs of each department shouldshall be anticipated and requisitioned in time to allow the Purchasing Department to obtain prices from several vendors. e. The following is an outlineInstructions for preparing your requisitions:. For more detailed instructions 5. (, refer to the Pentamation Electronic Requisition Processing Manual).. a. (1) 1st screen – Enter data in Pentamation software towhich shall include: Date, date requested, approval, ship code, recommended vendor (if known), buyer, attention of (person making request), comments (if any). b. 2nd screen – Description, measure, quantity, dept #, account #, and text (if any). (if any). (2) 6. Requisition isshall be forwarded to Purchasing’sthe Purchasing Department’s requisition printer electronically. 23 Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 10 G. PURCHASING PROCEDURES A. The Purchasing Department receives a requisition electronically from the requesting County department. 1. Requisitions furnished shall submit an electronic requisition to the Purchasing Department are to be , as outlined above. 1. The Purchasing Department shall expeditiously handled.review/process requisitions. In no event isshall a requisition to be held in excess of three (3) days without action. B. The Purchasing Department solicitsshall solicit information for the procurement of the requisitioned items. The following instructions are considered as minimum requirements: 1. Quotation Requirements a. Orders totaling $2,500.00 or less One (1) quotation required. The purchasing agentPurchasing Agent may place